Issue with Sheet Automation

tim_sims23

I have an alert automation that is supposed to send an email to my company's service desk team when a device is ready to be configured. The alert is supposed to send when the device status on the tracker is set to, "Ready for Image". The problem is I cannot get ss to send one email at a time based on the row updated. For example, if I update three status and click save they will get an email with all three changes listed in the details. If I update each line individually and save in between, I will get one email for a single device, then another email with the remaining devices that were changed. Is there a way around this?

Jason P

Hi @tim_sims23

There’s no native or Automated way to break the batch sending to send one email per row currently when rows are updated in quick succession unfortunately. If sending separate alerts is critical perhaps look at using a paid integration like "Zapier", it plays well with Smartsheet and allows for row by row email notifications.

Cheers.

TVang

Hi, @tim_sims23, Jason P is correct.

There is a workaround if you have access to Microsoft 365's Power Automate.

In your use case, the row is moved into a second sheet, Notify Service Desk, when a device is ready to be configured. Configure a Power Automate flow to monitor this sheet. When a new row is added to the sheet, the flow emails the row details to the service desk. An automated workflow in Notify Service Desk returns the row to the original sheet.

To prevent an infinite loop, you'll want to include a helper column like Service Desk Notified in the Notify Service Desk sheet. Configure a column formula to set this to "1". In the original sheet, configure the condition to only move the row when this value is not 1.

You'll find two examples of how Power Automate is used for sending emails here Use Power Automate to send a professionally formatted email.

Hope this helps!